Gratitude Emails

Updated on October 09, 2023

• 10 min read
• 83

Written by Ethan Wilson

How to write thank you email after a phone interview

In the corporate world, there are numerous kinds of formal interviews, some being more common than others. For years, phone interviews have been a preliminary step before diving into in-person meetings. Although this can be extremely helpful regarding time efficiency, it makes connecting with the hiring manager more difficult. Of course, you want to make an impression that stands out, but this may not always be possible with just an interview over the phone. One step you can take in the right direction is to consider sending a follow up thank you email after a phone interview. This isn’t something that should be rushed, as every word counts, and it can either make or break your chances at the job. Keep reading through this guide for expert advice on how to shape a thank you email after a phone interview

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It never hurts to consider a simple thank you email after coming out of an interview, regardless of the medium. Phone interviews can be effective but rather impersonal, and it’s understandable to want to connect with the company further.

You also don’t want to overstep or seem like a nuisance by spamming emails or contacting the wrong individuals. With the right approach, a solid thank you email can leave a positive impression and put you higher up on the list of candidates.

There’s one caveat here, and it's that most people don't consider themselves to be very good writers. Regardless of whether this is true or not, following the thank you email after a phone interview samples below will have you sounding like an expert in no time.

Thank You Email After Phone Interview Examples

For this particular type of email, you’re looking for a blend of your personality and professionalism for the best results. This point alone can make people overthink every word in their email, which isn’t necessary by any means. The idea of this can be simplified by making use of the sample thank you email after phone interview templates below.

If you don't have anything new to add to the email, you'll want to focus on reiterating the interest you displayed in your interview. As it should, the email acts as a friendly reminder to the hiring manager and keeps your name at the front of their brain. Make sure to customize the template to your liking, but don’t lose the intent behind its structure.

Subject Line: I appreciate you meeting with me!

Hello [Contact Name].

My name is [Your Name], and we recently spoke over the phone about [Job Position] at [Company Name]. I really enjoyed our conversation and simply wanted to follow up and send you a formal thank you.

After we spoke, I'm beyond eager to see where I could be a good fit at [Company]. Your team seems very adaptable, and I feel my skillsets will only add to that atmosphere.

Once again, I appreciate you taking time out of your day to have a call with me. If you have the time in the near future, I’d like to discuss a potential in-person meeting. Feel free to reach out at your convenience; I’ll be here!

Best Regards,
[Your Name]
[Phone Number]
[LinkedIn URL]

What makes this template great is that it nails the mix of professional and casual. You’re clearly excited, but you don’t let that excitement get in the way of your image. It’s also the perfect length for readability without tiring out the recipient.

You’ll notice that with this example, it seems a little wordier than the others. This is intentional, as it’s meant to be an all-encompassing email that tackles every important detail at once. Some might argue this is overkill, but it’s a great general approach you can rely on, regardless of the manager, company, or setting.

Subject Line: Stopping by to say thank you

Hello [Contact Name].

This is [Your Name], and I’m sending you this email to say thank you for our phone interview earlier this week. We talked about many important details regarding the position, and it’s evident that [Company] is rapidly expanding.

Our meeting has had me thinking all week, and I truly feel my capabilities will serve the organization's current objectives from every angle. Moreover, everything we discussed did stir up a few more questions, and I'm curious if it's possible to set up another meeting soon.

You also mentioned that the company has some new developments coming around the corner, and I’m confident my adaptive qualities will be able to tackle them head-on. Overall, speaking with you on the topic was a breath of fresh air. I hope we get the chance to discuss the role further to see if I’m the best fit for [Company’s] needs. Reach out any time, and have a great day!

Sincere regards,
[Your Name]
[Phone Number]
[LinkedIn URL]

Even if the email is a bit longer than you might like, it's equally effective, if not more effective than the other samples. Sometimes, you have a lot of ground to cover, but you can also customize this and slim it down if you feel it's a little bulky.

Maybe you aren’t a fan of long emails or worried that the recipient won't read until the end. Once again, each template has its strong suit, but many hiring managers appreciate those who keep it short and sweet. For this template, we’re only working with the essentials, keeping the time and patience of the contact in mind.

Subject Line: A personal thank you

Dear [Contact Name],

My name is [Your Name], and we spoke over the phone a few days back regarding the position for [job title]. I’m sure you’ve been swamped with applications, but I had such a good feeling about our meeting I wanted to reach out and say thank you.

I appreciate your time and patience with my questions during the interview. As always, if you need to get a hold of me, I’m just a phone call away. Have a great day, and I look forward to hearing from you soon.

All the best,
[Your Name]
[Phone Number]
[LinkedIn URL]

This isn't meant to be grandiose or top-tier writing but to leave a good impression on the hiring manager. From the good-natured tone to genuine interest in the position and their day, you're bound to build a connection that goes beyond a phone call. Aside from following these email templates, a few considerations should always be found in your writing.

Advice on Sending Thank You Emails

Using templates is just one part of the process. Even with the help of samples, the writing is in your hands at the end of the day. While you customize your thank you email template, there are several factors you’ll want to keep in mind throughout the process.

Some of these include:

• Being authentic while remaining professional
• Actually saying thank you in your message (beginning and end)
• Don’t overthink you’re writing
• Keep it relatively short
• Make sure it’s tailored to who you’re sending it to

These can be broken down into more detail, but they offer a gist of what you want to consider in your writing. It may seem like overkill to some people, but these details matter to hiring managers and companies who take pride in their workforce.

Sticking to nothing but professional jargon shouldn’t be your go-to choice. Hiring managers like to see authenticity in what you say, and the same should be seen in what you write.

This is easier said than done, but interjecting aspects of your personality into a professional conversation is perfectly fine. It could also help you stand out, as other applicants are afraid to stray from robotic, overly professional emails. Overall, don’t be afraid to let your personality shine through.

You’d be surprised how many people send a thank you email and actually forget to add the words themselves. It sounds like a small thing to remember, but you shouldn’t ever forget to say thank you.

This is even more true if your subject line mentions saying thank you. To ensure your sincerity is seen, add a direct thank you at the beginning and end of your email.

Considering the importance of this email, you might end up overthinking every word that you’re typing out. Although understandable, this has to be avoided at all costs. Oversaturating the text with unnecessary text or information will stand out and distract from the intent of the email.

Rest assured, hiring managers can pick up on this as well, so you'll want to keep it in mind. Overthinking is easy to do, but you want to do your best to refrain from showing this in your email.

Before you worry about the structure of your email, just start writing. Once you have an initial draft completed, go back through the text and make sure it’s short enough and tailored to your contact.

That means language should be in line with previous discussions or any other point made by the hiring manager. Aside from that, if they’re able to skim through your email and still get the message, then you did a good job. You want to find a middle ground between keeping it short and delivering the message clearly.

You don’t have to be perfect at the process for it to be effective. As long as you reference the material in this guide, you’ll remain one step ahead of other applicants.

Final Thoughts

Sending emails in a professional setting can be nerve-wracking, no matter how many times you've done it. Understanding how to write a thank you email after a phone interview can benefit you for the rest of your career. In case you feel like you could use a little extra help, you might want to consider what AI has to offer.

Using AImReply to manage your emails is an efficient option that gives you hours back into your day. Instead of manually drafting emails for every single phone interview, you can put it in the hands of AImReply.

We created this product to serve as your personal email writer. From the tone of voice to detailed context, AImReply can help you navigate the job market with proficiency. You can find a free trial on our website, and we're always on standby to offer support when you need it.

Written by Ethan Wilson

Author, Expert in Email Strategy and Artificial Intelligence